Job Title: Project Administrator / Secretary

Location: Cape Town, South Africa

Type: Office-Based, Full-Time

About the Role

We are seeking a highly organized and proactive Project Administrator / Secretary to join our Cape Town office. The ideal candidate will have strong administrative and coordination skills, excellent attention to detail, and the ability to manage multiple priorities in a dynamic environment. Fluency in both English and German will be an advantage.

Key Responsibilities

1. General Secretarial Duties

• Manage correspondence in both German and English.
• Update the Director’s diary, team schedules, and weekly event lists.
• Attend and record minutes during meetings.
• Coordinate local and international travel arrangements, including related accounting procedures.
• Welcome and assist guests professionally.

2. Administrative Duties

• Handle general office management, administration, and filing systems.
• Prepare and support procurement processes.
• Manage petty cash payments and related administration.
• Perform additional administrative tasks as required.

3. Project Support

• Draft reports, meeting minutes, and project documentation.
• Support senior project officers in planning and organizing capacity-building activities (both physical and online).
• Assist in coordinating programs for delegations locally and abroad.
• Plan and organize conferences, seminars, workshops, and expert visits.
• Support the Director and project officers in implementing key initiatives.
• Translate documents between German and English as needed.

4. Monitoring and Evaluation

• Prepare and distribute questionnaires for project evaluation.
• Compile and report on evaluation results to the senior project officer and regional representative.

5. Other Duties

• Perform additional administrative or project-related tasks as assigned.

Requirements

• Strong administrative and organizational skills.
• Excellent written and verbal communication in English (German proficiency beneficial).
• Proficient in Microsoft Office Suite and general office systems.
• Ability to work independently and collaboratively within a team.
• Valid driver’s license.
• Must be based in Cape Town, South Africa.